19DJ1025Q0002 Embassy Solar System Maintenance Service Contract.doc

Embassy of the United States of America Djibouti, Republic of Djibouti Date: March 10, 2025 Dear Prospective Quoter:

Subject: Request for Quotations number 19DJ1025Q0002 Enclosed is a Request for Quotations (RFQ) for Embassy Solar System Maintenance Service Contract. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

A site visit and pre-quotation conference will held on March 17, 2025 at 09:30 a.m. All interested contractors must contact procurement department at djiboutiprocbids@state.gov and copy to kayadse@state.gov with the names of their attendees no later than March 16, 2025 at 13:00 p.m.

Quotations are due by March 24, 2025, at 16:30 p.m. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Jesse C. Flowers Contracting Officer

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

· SF 1449 cover sheet

· Continuation To SF-1449, RFQ Number 19DJ1025Q0002, Prices, Block 23

· Continuation To SF-1449, RFQ Number 19DJ1025Q0002, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

· Attachment 1 to Description/Specifications/Statement of Work, Government Furnished Property

SECTION 2 - CONTRACT CLAUSES

· Contract Clauses

· Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

· Solicitation Provisions

· Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 4 - EVALUATION FACTORS

· Evaluation Factors

· Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 - OFFEROR REPRESENTATIONS AND CERTIFICATIONS

· Offeror Representations and Certifications

· Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR12831146

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19DJ1025Q0002

6. SOLICITATION ISSUE DATE

03/10/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jesse C. Flowers

b. TELEPHONE NUMBER(No collect calls)

21453000

8. OFFER DUE DATE/ LOCAL TIME

03/24/2025 nlt 4:30pm

9. ISSUED BY CODE

GENERAL SERVICES OFFICER

U.S. EMBASSY

DJIBOUTI

Tel: 21 453000

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFP IFB RFQ

U.S. EMBASSY DJIBOUTI

PB 185 LOT NUMBER 350-B

LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

U.S. EMBASSY DJIBOUTI

LOTISSEMENT HARAMOUS

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

US EMBASSY DJIBOUTI

350-B LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

DjiboutiAP@state.gov

CODE

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Item 1

Embassy Solar System Maintenance Service Contract

Years

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE NOT ATTACHED ARE

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19DJ1025Q0002

6. SOLICITATION ISSUE DATE

01/12/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jesse C. Flowers

b. TELEPHONE NUMBER(No collect calls)

21453000

8. OFFER DUE DATE/ LOCAL TIME

01/26/2025 nlt 4:30pm

9. ISSUED BY CODE

GENERAL SERVICES OFFICER

U.S. EMBASSY

DJIBOUTI

Tel: 21 453000

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFP IFB RFQ

U.S. EMBASSY DJIBOUTI

LOTISSEMENT HARAMOUS

U.S. EMBASSY DJIBOUTI

LOTISSEMENT HARAMOUS

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

US EMBASSY DJIBOUTI

350-B LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

DjiboutiAP@state.gov

CODE

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Item 1

Embassy Solar System Maintenance Service Contract

Years

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE NOT ATTACHED ARE

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19DJ1025Q0002

PRICES, BLOCK 23

I.

PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price purchase order is to for Embassy Solar System Maintenance Service Contract in accordance with Attachment A.

B. The contract will be for a one-year period from the date of the contract award, with two one-year options.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Services.

Performs all Embassy Solar System Maintenance Service Contract services set forth in the scope of work.

II. PRICING

1- Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

Total Base year

2- Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.

Total Option year 1

3- Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.

Total Option year 2

4- RECAP

Base Year Total

Option Year 1 Total

Option Year 2 Total

GRAND TOTAL OF BASE YEAR + ALL OPTIONS YEARS

III. VALUE ADDED TAX

VAT VERSION A

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

CONTINUATION TO SF-1449,

RFQ NUMBER 19DJ1025Q0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.0

DESCRIPTION

The American Embassy in Djibouti requires preventive maintenance services on the facility’s Photovoltaic System (solar panels, inverters, dc disconnects and panels, controls, monitoring). These services shall result in all systems serviced under this agreement being in good operational condition when activated.

I.

GENERAL INFORMATION:

The contractor should have a solar maintenance solid background experience.

II.

PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown, and optimal photovoltaic system performance.

DESCRIPTION OF EQUIPMENT:

· Manufactured photovoltaic units

· Photovoltaic module framing

· Photovoltaic array construction

· Inverters

· System overcurrent protections

· Mounting structures

III.

GENERAL REQUIREMENTS:

The contractor shall provide the labor and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for photovoltaic system on-site. The contractor shall confirm on-site manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The following items should be in the service manual: plans, elevations, sections and mounting details; details of the equipment assemblies; diagrams for power, signal and control wiring; utility connection and inverter type. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV.

SCOPE OF WORK – PHOTOVOLTAIC SYSTEM OPERATIONS AND PREVENTIVE MAINTENANCE

The contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). The Contractor will provide an SDS to the COR immediately upon delivery of each chemical to be used by Contractor personnel on-site. The SDS copies will be provided to the COR for approval.

The systems and components to be maintained include Manufactured photovoltaic unit, Photovoltaic module framing, photovoltaic array construction, Inverters, system overcurrent protections, mounting structures, connection to utility, as well as control and monitoring systems. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

2. Specialized solar panel testing tools must be used to test our solar system like the SMFT-1000 Solar Tools Kit: Fluke Multifunction PV Tester and Performance Analyzer, I-V Curve Tracer

Or similar tools.

3. Preventive maintenance parts shall be provided at the expense of the U.S. Govt.

a. Inverter that meets or exceed manufacturer’s specifications shall be used.

b. Fuses that meet or exceed manufacturer’s specifications shall be used.

c. Photovoltaic panels that meet or exceed manufacturer’s specifications shall be used

d. Conductors that meet or exceed manufacturer’s specifications shall be used

4. The contractor shall provide emergency assistance for photovoltaic failure, priced at an hourly rate, within 24 hours of being contacted by the COR.

5. The Government will provide monitoring data to contractor so the failing part can be order and in his procession prior to responding.

If any discrepancies are found with the photovoltaic systems that are not covered under this scope of work, the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

V. SAFETY & SPECIAL INSTRUCTIONS:

1. Always wear a safety helmet, insulated gloves, insulated rubber shoes, and other protective measures.

2. All tasks described in this manual are aimed to be carried out and protocolized by experienced and trained technicians.

3. Do not apply excessive force or objects on the module surface, do not impact, and do not twist the module frame to prevent cell damages and/or cell cracks.

4. Before starting the cleaning operation, please ensure the system is disconnected or the modules are open circuited to guarantee electrical safety.

5. When cleaning the PV module, please do not wear metal rings, watches and other metal products to prevent from electric shock danger or damage to the modules.

6. Do not clean the module when the surface is hot, as burning risk as well as glass breakage risk will increase.

7. Do not touch the PV module with bare hands during cleaning. The glass surface and the frame may be hot. There is a risk of burns and electric shock. Use the standard safety tools and equipment when cleaning the modules. PV modules generate DC electrical power when exposed to sunlight or other light sources. Direct and indirect contact with active parts of modules such as terminals can result in burns, sparks, and lethal shock.

8. Due to the risk of electrical shock, any work cannot be performed if the terminals of the PV module are wet.

9. During the operation, do not use sharp or metal tools to wipe the Back sheet and/or Glass. It will leave scratches on the module and potentially hinder its operational capability.

10. Never disconnect the PV Module connectors under load.

11. Do not cut the wires while the module is under load.

12. Do not open Fuse Switch Disconnectors if they do not have protection to mitigate electrical arcing.

13. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the following work shall be completed:

Notes:

· Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

· A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure or not preforming per design output and corrective measure to bring the system back to designed optimization.

· Performance test and output of the system shall be submitted to the COR within 30 days from date of service.

A. Maintenance Interval Schedule

The purpose of this Statement of Work is to ensure the entire photovoltaic systems for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system. All maintenance requirements are callout in IEC62446-12016 (Photovoltaic (PV) systems – requirement for testing, documentation and maintenance).

I. Annual Tasks

1) Panel Inspection and Output Power Check

· Check Voltage and Current Output: Measure the voltage and current of each panel to verify that the output is within expected parameters.

· Infrared Scanning of Panels: Perform infrared scanning of all panels to detect any hot spots, which indicate potential failures or decreased efficiency.

· Test Grounding: Ensure proper grounding on each panel, confirming that the grounding resistance is close to zero, which is critical for electrical safety and system performance.

· Perform Electrical Tests: Conduct short circuit or operational tests to verify the proper functioning of each PV panel, ensuring they are producing optimal power.

· Check for System Performance Degradation: Compare current output with historical performance data to identify any degradation or underperformance, indicating potential issues that need attention.

· Examine the PV module(s) for signs of deterioration.

· Check all wiring for possible rodent damage, weathering and that all connections are tight and corrosion free.

· Check electrical leakage to ground.

2) Inverter Electrical Inspection and Maintenance (Following SMA Manufacturer’s Recommendations)

· Perform regular preventive maintenance on each inverter according to SMA’s operational and maintenance guidelines to ensure proper function and optimal performance.

· Check Inverter Output: Inspect and test the inverter’s output to verify that it is within specified voltage and current ranges, ensuring that the inverter is converting DC to AC power efficiently.

· Test for DC Back-Feed: Verify that the inverter does not produce a DC back-feed into the PV array circuits. If present, ensure that any back-feed current is lower than the module's maximum fuse rating and the string cable’s ampere rating to avoid damage.

· Inspect and Torque Connections: Check all wiring connections to ensure they are secure, then re-tighten connections using the manufacturer-recommended torque specification to prevent potential electrical faults or connection failures.

· Verify Inverter Operational Parameters: Ensure the inverter is operating according to SMA’s design specifications, including settings such as maximum power point tracking (MPPT) and other key inverter parameters.

· Test and Verify GFCI Protection: Ensure the Ground Fault Circuit Interrupter (GFCI) system in the inverter is functioning correctly, providing protection in case of faults.

3) Inverter Cleaning and Airflow Maintenance

· Clean Inverter Cabinet Air Vents: Ensure the air vents in the inverter cabinet are clean to maintain proper ventilation and prevent overheating.

· Replace Inverter Air Filters: If the inverter has air filters, clean or replace them per SMA’s requirements to ensure optimal airflow.

· Remove Dust from Inverter Heat Sinks: Clean and remove any dust or debris from the inverter’s heat sinks to prevent overheating and ensure efficient operation.

4) Visual and Electrical Inspection of the Photovoltaic System

Inspect Panels for Damage: Visually inspect all photovoltaic panels for any signs of physical damage, such as cracks, chips, or discoloration, that could affect power output.

Inspect Wiring Harnesses: Check for wear or damage to wiring harnesses that could lead to power losses or safety issues.

Check DC Disconnects: Inspect the DC disconnects for proper function, ensuring they can be safely used to isolate the system when necessary.

5) System Performance Comparison

Compare Current Performance with Historical Data: Evaluate the system’s current power output against historical data to identify any drops in efficiency, which could signal underlying issues with the panels or inverter.

Check for Environmental Factors: Identify any environmental factors (such as shading or dirt accumulation) that may affect panel output and address them if necessary.

6) Repairs and Troubleshooting Beyond Scheduled Inspections

Repair Issues Discovered: Any electrical issues identified that cannot be corrected during the inspection will be addressed as part of a separate repair proposal, handled on a time and materials basis.

7) Rust Removal and Protection:

If rust is found on panels, connectors or inverters, remove it using a metallic brush. Apply rust-resistant paint to treated areas to protect against further corrosion.

8) Clean the panels:

Cleaning of the panels must be carried out strictly in accordance with the manufacturer's specifications (JINKO). All procedures, tools, cleaning agents, and techniques used must comply with the guidelines provided by JINKO to ensure optimal performance and avoid damage to the panels.

II. Semi-annual tasks:

1. Panel Inspection and Output Power Check Solar String Measurement and Comparison:

· Measure the output of each solar string and compare it to data from previous visits to identify any performance changes.

· Check Voltage and Current Output: Measure the voltage and current of a sample set of panels to verify that the output is within expected parameters.

· Infrared Scanning of Panels: Perform infrared scanning of a sample set of panels to detect any hot spots, which may indicate potential failures.

· Test Grounding: Verify grounding on a sample set of panels to ensure it is within acceptable limits for electrical safety.

2. Inverter Electrical Inspection and Maintenance (Following SMA Manufacturer’s Recommendations)

· Inspect Inverter Output: Test inverter output to ensure it is within specified voltage and current ranges, verifying proper DC to AC power conversion.

Inspect and Torque Connections: Check and re-tighten key wiring connections using the manufacturer’s recommended torque specifications.

Test for DC Back-Feed: Verify the inverter does not produce a DC back-feed into the PV array circuits. If present, ensure back-feed current is lower than the module’s maximum fuse rating and cable ampere rating.

Inverter Operational Parameters: Verify that the inverter is functioning according to the designed parameters (e.g., MPPT).

3. Inverter Cleaning and Airflow Maintenance

Clean Inverter Cabinet Air Vents: Ensure the air vents are clean for proper ventilation.

Remove Dust from Inverter Heat Sinks: Clean the inverter’s heat sinks to prevent overheating and maintain efficient operation.

4. Visual Inspection of the Photovoltaic System

Inspect Panels for Damage: Perform a visual check for any visible damage, such as cracks or discoloration, that may impact panel performance.

Inspect Wiring Harnesses: Check for wear or damage to critical wiring that could affect electrical performance.

5. System Performance Comparison

Compare Current Performance with Historical Data: Review the system’s output performance compared to previous semi-annual data, including the solar string measurements, to identify any significant drops in efficiency.

6. Rust Removal and Protection:

If rust is found on panels, connectors or inverters, remove it using a metallic brush. Apply rust-resistant paint to treated areas to protect against further corrosion.

7. Clean the panel:

Cleaning of the panels must be carried out strictly in accordance with the manufacturer's specifications (JINKO). All procedures, tools, cleaning agents, and techniques used must comply with the guidelines provided by JINKO to ensure optimal performance and avoid damage to the panels.

III. Cleaning the panels tasks:

1) Cleaning of the panels must be carried out strictly in accordance with the manufacturer's specifications (JINKO). All procedures, tools, cleaning agents, and techniques used must comply with the guidelines provided by JINKO to ensure optimal performance and avoid damage to the panels.

2) Do not use tools or materials that will scratch the surface of modules, such as blades, scouring wire, metal tools, and other abrasive materials.

3) Do not clean the modules around noon time of the day to avoid the high irradiation level. It is recommended to do the cleaning on early morning, late afternoon, overcast days, or during the hours when the irradiation is no higher than 2 00W/m 2 ,the cleaning of the modules should be carried out during cooler hours of the day to avoid thermal stress and risk of damage. Avoid cleaning when the modules are hot or under direct sunlight to prevent rapid water evaporation and potential damage.

4) Cleaning the panels with water and mild and non-corrosive cleaning agents.

5) Do not use corrosive chemical agents such as nitro thinner, or strong acidic like hydrofluoric acid and strong alkaline substances like sodium hydroxide for cleaning. Do not use abrasive cleaning agents like abrasive powders, scrubbing cleaners, or polishing agents.

6) Avoid using alkanes, aromatic hydrocarbons, and organic solvents that are difficult to evaporate for cleaning.

7) Initial Cleaning:

Use a high-efficiency, soft-bristle brush or microfiber cloth to gently remove loose dust and debris from the surface of the solar panels.

8) Automatic cleaning equipment:

Employ a specialized cleaning machine equipped with soft brushes or microfiber pads to remove any stubborn dirt or residue. Set the machine to low speed and controlled pressure to avoid damaging the panels.

9) Final Inspection:

After cleaning, inspect the PV modules to ensure there is no residual dust or stains on the surface of the modules 1.1.

TYPE OF CONTRACT

This is a firm fixed price contract payable entirely in American Dollars ($). Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment, or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

1.2.

PERIOD OF PERFORMANCE

The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance and will be expected to commence no later than September 2023.

2.0

PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

Total Base year

2.2.

Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.

Total Option year 1

2.3.

Option Year 2. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.

Total Option year 2

2.6. Total for all years:

Initial Service

Option Year 1

Option Year 2

TOTAL

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without approval.

Repair Labor Rates

Initial Service

$__________/hr

Option Year 1

$__________/hr

3.0

NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

4.0

EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The American Embassy in Djibouti requires the Contractor to maintain the following systems in a safe, reliable, and efficient operating condition. Please see equipment list included in Annex for a more detailed description.

1) Equipment Description

4.2. The Contractor shall provide all necessary managerial, administrative, and direct labor personnel, as well as all transportation, equipment, tools, supplies, and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

· The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

4.3.

Performance Standards

It is expected that all aspect this SOW will be completed. Work will result in the system being in good working condition upon reactivation. All deliverables shall be completed on time under this agreement.

5.0

HOURS OF PERFORMANCE

5.1.

The Contractor shall maintain work schedules.

The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00 AM and 4:30 PM Sunday through Thursday.

No work shall be performed on US Government and local holidays.

6.0

ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If you need to have vehicle access please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should be submitted to the Facility Manager at least one (1) week prior to the visit.

6.2.1 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

6. 3 Security Clearances. Security clearances are not a requirement for performance on this contract, as there will be no access to classified information or areas.

6.3.1 The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy in Djibouti, Diplomatic personnel, property and compound project information and cooperate fully in all security matters Sensitive But Unclassified (SBU) and information that may arise relating to this contract.

Contractor personnel may also be exposed to various documents and signs, including Post notices, event schedules, DoS regulations and conversations or announcements relating to the operation of the U. S. Embassy Conakry and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S. Department of State. These documents have been marked with the handling designations “Unclassified” or “Sensitive But Unclassified” and US Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

The loss, compromise, or suspected compromise or loss of any SBU information, contract related information (personnel files, payroll information, etc.), any post or diplomatic facility related information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs), or ANY information which may adversely affect the security interests of the United States, must be immediately brought to the attention of the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and Regional Security Officer (RSO), who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

Transmission of any information marked Sensitive But Unclassified (SBU) or contract/personnel sensitive information, via the Internet, is prohibited. SBU information can be transmitted via ProjNet, mail, FedEx (or other commercial carrier) or fax, or hand carried by authorized contractor personnel.

Discussion of U.S. Diplomatic post activities while not on post, to include in homes, hotel rooms, restaurants and all other public places, is prohibited. Any contact with host or third country nationals that seems suspicious (such as undue curiosity in the project or project personnel) shall be reported immediately to the COR and RSO.

The Contractor and its employees shall exercise utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except to the extent necessary to perform their required duties in the performance of the contract requirements or as provided by written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for sole use of and shall become the exclusive property of the U.S. Government. No article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of the work performed under this contract shall be published or disseminated through any media, to include company or personal websites, without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract or at any other point in time. The Contract shall include the substance of this provision in all subcontracts hereunder.

6.4 Standards of Conduct 6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

6.4.3 Neglect of Duties. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will checked-out from Post 1 by the “Facilities staff” escort on the day of service requirements.

6.4.8 Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7.0

SCHEDULED SERVICING ON THE PV SYSTEM

7.1.

General 7.1.1.

The Contractor shall perform preventive maintenance as outlined in the scope of work. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

7.1.2.

The Contractor shall inventory, supply and replace expendable parts that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site.

7.1.3.

Exclusion. This contract does NOT include repair of equipment and replacement of hardware Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4.

Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

7.2 Checklist Approval The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to provide. The contractor shall customize a work sheet to match the equipment or use a factory supplied one outlining the sequence of events and tasks to be performed. The Contractor shall prepare this schedule, work sheet, and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit.

7.2.2. It is the responsibility of the Contractor to perform all manufacturers recommended preventive maintenance as well as preventive maintenance recommended by the manufacture technical manuals for the respective equipment.

8.0

PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials will include but not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable will be maintained in the onsite inventory. See 7.1.2.

8.2 Repairs. Repairs are not included in this contract. See Item 7.1.3. Exclusions.

8.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9.0 Test and inspection field report: The contractor shall provide one copy of a typed summary report within 30 days of site work statement completion. The report must be written in the English language. At a minimum the report must include:

· Provide a narrative summary site report to include all findings, repairs or corrective measures, completed inspection/testing checklists.

· Provide a detailed report noting any noted discrepancy, include photos of the problem and a narrative summary of the corrective action required. The repair action will be contracted separately.

· Provide a Bill of Materials (BOM) as necessary for any required repair parts for future corrective action or repair. The BOM must note component name, part #, vendor or source, approximate lead time, suggested retail price.

· Provide a separate Bill of Materials (BOM) as necessary for any recommended spare parts for system. This can include applicable electrical safety PPE that post does not have onsite.

· Detail report covering all aspects of equipment upgrading, system modification, new part installation in all locations.

· Provide a “marked-up” as-build drawing as necessary to indicate any modifications or differences found during inspection.

· In the final report list any Locally Employed Staff that assisted in this planned maintenance action. This is not a training requirement, but rather to document the personnel involved in the work.

10.

DELIVERABLES

The following items shall be delivered under this contract:

11.0

INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Property Damage:

$ 100,000 per occurrence and the aggregate.

Cumulative: $ 100,000 Workers’ Compensation and Employer’s Liability

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

12.0

LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

13.0

QUALITY ASSURANCE PLAN (QAP).

13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

Services.

Performs all services set forth in the performance work statement (PWS)